Absence Validation for Truancy Chronic Absenteeism Extract
Contents
Introduction
This extract generates a comma separated value (CSV) file that includes student absence data from the following tables and fields:
- Students Table
- students.last_name
- students.first_name
- students.student_number
- S_OH_STU_Truancy_Hours_C Table
- s_oh_stu_truancy_hours_c.id
- s_oh_stu_truancy_hours_c.studentsdcid
- s_oh_stu_truancy_hours_c.date_absent
- s_oh_stu_truancy_hours_c.hours_absent
- s_oh_stu_truancy_hours_c.whencreated
- s_oh_stu_truancy_hours_c.whenmodified
- S_OH_STU_Truancy_Events_C Table
- s_oh_stu_truancy_events_c.absence_event
- Attendance Table
- attendance.att_comment
- Attendance Code Table
- attendance_code.att_code
- Derived from Attendance and Attendance Code data
- derived.excused
- derived.time_in
- derived.time_out
- Schools Table
- schools.abbreviation
Selection Criteria
Students are selected for the report as follows:
- Students who have absences between the report start and end dates
- Students who are enrolled at some point between the report start and report end dates
- Student who are not flagged to be excluded from state reporting
This report can be used to edit/update/add data to the S_OH_STU_Truancy_Hours_C table via the Import Data Manager function. Results with blank values for the S_OH_STU_Truancy_Hours_C table fields indicate that the absence was entered without accessing the Daily Attendance page. Users do NOT need to import data into this table for these records unless edits are required. These absences will be included in all EMIS reports as expected.
Report Input
For help with navigation and running the report, see How to Find and Generate a Report.
Field | Description |
Schools for which to run?* | If run at the district level, choose one of the following:
If run at the school level, the report includes all records associated with the current school that meet the selection criteria. To change the current school, click School at the top of the page and choose the appropriate school from the list. |
Report Start Date* | Enter the start date for scanning school enrollments. Format: [M]M/[D]D/[YY]YY |
Report End Date* | Enter the end date for scanning school enrollments. Format: [M]M/[D]D/[YY]YY |
Current Selection Students* | Indicate which students to include in the report by selecting one of the following options:
Note: If running the report for a single student, or group of students, select the students prior to running report. |
Scheduling | |
Run Now | Select this option to execute the report in the order it is received in the report queue. |
Schedule (available Version 7.1.1.) | Enter the start date and start time for the report.
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Report Output
Each of the fields displayed in the output of the report are described below. See Understanding the Report Output Table for a definition of each column in the table.
Item # | Data Element | Description | [Table]FieldName | Field Type |
1 | Last Name | This column contains the student’s last name. This value is extracted from the Demographics page, Start Page > Student Selection > General Demographics. | [Students]last_name
| Alpha-numeric |
2 | First Name | This column contains the student’s first name. This value is extracted from the Demographics page, Start Page > Student Selection > General Demographics. | [Students]first_name | Alpha-numeric |
3 | Student Number | This column contains the student’s number. | [Students]Student_Number | Alpha-numeric |
| 4 | ID of record | This column contains the ID of the record in the table. This is needed for importing edits to the record in this table. | [S_OH_STU_TRUANCY_Hours_C]id | Numeric |
5 | StudentsDCID | This column contains the DCID of the student. This is the foreign key for importing edits and new records to the table. | [S_OH_STU_TRUANCY_Hours_C]studentsdcid | Numeric |
| 6 | Date Absent | This column contains the date of the absence for the record. | [S_OH_STU_TRUANCY_Hours_C]date_absent | Date |
| 7 | Hours Absent | This column contains the hours/minutes absent expressed in decimals after converting from hours:minutes. | [S_OH_STU_TRUANCY_Hours_C]hours_absent | Numeric |
| 8 | When Created | This column contains the time stamp associated with the creation of the record. | [S_OH_STU_TRUANCY_Hours_C]whencreated | Date |
| 9 | When Modified | This column contains the time stamp associated with the creation of the record. | [S_OH_STU_TRUANCY_Hours_C]whomodified | Date |
| 10 | Attendance Comment | This column contains the attendance comment associated with the record and is truncated at 140 characters. | [Attendance]att_comment | Alpha-numeric |
| 11 | Attendance code | This column contains the attendance code associated with the record. | [Attendance_Code]att_code | Alpha-numeric |
| 12 | Derived.Calculated_Hours_Absent | This column contains the calculated absence time based off time in / time out on the attendance page, if time in / time out is entered. | Derived | Numeric |
13 | Derived - Excused or Unexcused | This column contains the value excused or unexcused based on the set-up of attendance code categories and attendance codes. The value is derived based on set-up. | Derived | Alpha |
| 14 | Derived Time In | This column contains the Time In entered for the record. It is converted from the 'seconds to midnight' format in the database to hours:minutes in military time | Derived | Numeric |
| 15 | Derived Time out | This column contains the Time Out entered for the record. It is converted from the 'seconds to midnight' format in the database to hours:minutes in military time | Derived | Numeric |
16 | School Abbreviation | This column contains the abbreviation identifying the school the student attends. This field value is extracted from the Edit School page, Start Page > District Setup > Schools/School Info. | [Schools]abbreviation | Alpha-numeric |
17 | Truancy Event | This column contains the code for the most recent truancy event (if any) associated with the student. It does not relate to any attendance record. | [S_OH_STU_Truancy_events_c]absence_event | Alpha |